1

List of Abbreviations

ft Feet (unit of measurement)

GoRTT Government of the Republic of

Trinidad and Tobago

m Metre (unit of measurement)

mm Millimetre (unit of measurement)

OSH Occupational Safety and Health

OSHA Occupational Safety and Health Act

PRESD Property and Real Estate Services Division

Symbols

Environmental-friendly (green) information

Table of Contents
Government of the Republic of Trinidad and Tobago
Office Outfitting Policy.............................................................................................................................................5
1.0 SUMMARY........................................................................................................................................................5
2.0 CONTEXT..................................................................................................................................................... 6-7
3.0 PURPOSE..........................................................................................................................................................8
4.0 SCOPE......................................................................................................................................................... 9-10
5.0 TERMS AND DEFINITIONS..........................................................................................................................10
6.0 PLANNING POLICY REQUIREMENTS..................................................................................................10-11
6.1 IDENTIFY NEEDS......................................................................................................................... 10
6.2 ESTIMATE SPACE........................................................................................................................ 11
6.3 OTHER PLANNING...................................................................................................................... 11
6.4 SECURE APPROVALS................................................................................................................... 11

7.0 DESIGN POLICY REQUIREMENTS..............................................................................................................12

7.1 OPEN PLAN DESIGN................................................................................................................................ 12
7.2 LOCATION OF SPACES............................................................................................................................. 13
7.3 OPTIMIZATION OF SPACE AND NATURAL RESOURCES...........................................................................14
7.4 CIRCULATION SPACE............................................................................................................................... 15
7.5 DESIGNING TO PROMOTE COMMUNICATION AND SOCIAL INTERACTION......................................15 -16
7.6 MINIMIZING IMPACT ON BUILDING’S STRUCTURE, FINISHES AND SERVICES........................................16
7.7 DESIGNING FOR STANDARDIZATION AND FLEXIBILITY..................................................................... 17-18
7.8 DESIGNING FOR COMPLIANCE...............................................................................................................18
7.9 DESIGNING FOR SUSTAINABILITY..................................................................................................... 18-19
7.10 SPECIFIC SPACE REQUIREMENTS...................................................................................................... 19-20
7.11 APPROVALS............................................................................................................................................ 20

8.0 FIT-OUT POLICY REQUIREMENTS............................................................................................................21

8.1 FLOORING.............................................................................................................................................. 21
8.2 WALLS AND PARTITIONS.................................................................................................................. 21-22
8.3 FURNITURE....................................................................................................................................... 22-23
8.4 CEILINGS........................................................................................................................................... 23-24
8.5 LIGHTING.......................................................................................................................................... 24-25
8.6 OTHER FINISHES..................................................................................................................................... 25
9.0 GOVERNANCE...............................................................................................................................................26
9.1 GOVERNANCE STRUCTURE....................................................................................................................26
9.2 ADMINISTRATION............................................................................................................................. 27-28
9.3 EFFECTIVE DATE..................................................................................................................................... 28
9.4 FEEDBACK............................................................................................................................................... 28
9.5 REVISION DATE....................................................................................................................................... 29
9.6 AMENDMENTS AND PUBLICATION........................................................................................................29

10.0 REFERENCE DOCUMENTS..........................................................................................................................30

10.1 REFERENCE DOCUMENTS.......................................................................................................................30
10.2 RELATED POLICIES, LAWS OR REGULATIONS..........................................................................................30

Appendix I.......................................................................................................................................................31
1.0 TERMS AND DEFINITIONS................................................................................................................ 31-34

Appendix II.................................................................................................................................................................... 34
1.0 USER BRIEF TEMPLATE..................................................................................................................... 35-38
2.0 OFFICE SIZE STANDARDS.................................................................................................................. 39-40
3.0 WASHROOM SANITARY FIXTURE PROVISIONING STANDARD.................................................................41
4.0 CIRCULATION SPACE REQUIREMENTS....................................................................................................42
5.0 RECOMMENDED CARPET SPECIFICATIONS....................................................................................... 43-44
6.0 LIGHTING LEVEL REQUIREMENTS...........................................................................................................45
7.0 OFFICE SPACE CONFIGURATION GUIDE..................................................................................................46

Appendix III................................................................................................................................................................... 47
1.0 LIST OF GOVERNMENT MINISTRIES AS AT JUNE 2011............................................................................47
Government of the Republic of
Trinidad and Tobago Office Outfitting Policy
1.0 SUMMARY
1.1 This policy outlines the requirements and standards related to the planning, design
and fit-out of offices for the Government of the Republic of Trinidad and Tobago.

1.2 Where used in this policy, the term ‘outfitting’ refers to the planning, design and
fit-out of constructed office space. This includes state-owned buildings constructed
for the purpose of providing office accommodation as well as privately-owned
buildings leased for that purpose. Outfitting refers to all finishes added to the
building, from floor to ceiling, in all spaces (personal and support) being utilized by
the employees. “In order to provide proper
1.3 ‘Support space’ refers to space for functions other than workstations occupied by office accommodation
staff. This includes conference rooms, meeting and training rooms, filing areas,
reception or waiting areas, utility bays, kitchens, bathrooms etc. It does not include for its employees, the
primary or secondary circulation space, basements, parking lots, etc. Government of the
1.4 In order to provide proper office accommodation for its employees, the Government Republic of Trinidad and
of the Republic of Trinidad and Tobago needs to implement a policy which
documents the requirements of a well planned office space. Not only must these Tobago needs to implement
offices be suitably sized to accommodate the number of occupants, but must be a policy which documents
ergonomically designed, provide high indoor environmental quality, adhere to
global best practice and meet with other user and statutory requirements. the requirements of a well
1.5 A recent review has identified the most common defects in government office planned office space.”
accommodation as:

i. Inconsistency in outfitting across the government, which leads to;

• Varying spaces being assigned to employees with the same position or

rank
• Different types of finishes
• Selection of inappropriate materials and,
• Varying outfitting costs.
ii. Inconsistency in facilities offered to staff,

iii. Challenges in dealing with landlords due to the lack of common standards for
buildings
5
6 iv. Inefficient use of space, e.g. where several offices are over-dimensioned while
“Without a set of guidelines to
properly steer the outfitting process,
Government will continue to
experience suboptimal levels of
productivity and efficiency of its
staff, which translates into poor
customer service, while incurring
unusually high outfitting costs,
and, in many instances, breaching
health and safety codes, exposing
the government to litigation from
employees, as well as the public. ”
others can barely accommodate staff and their necessary equipment.
v. Overcrowding and a lack of fundamental support spaces,
vi. Lack of OSHA compliance within the building,
vii. Staff comfort and efficiency being compromised as a result of poor design
viii. Client comfort and the impact of workspace layout on service delivery, not
being considered and,
ix. A failure to cater for the differently abled.
1.6 Without a set of guidelines to properly steer the outfitting process, Government will
continue to experience suboptimal levels of productivity and efficiency of its staff,
which translates into poor customer service, while incurring unusually high outfitting
costs, and, in many instances, breaching health and safety codes, exposing the
government to litigation from employees, as well as the public.
1.7 This policy is intended to ensure a more standardized approach to the design of
office spaces for use by the Government of the Republic of Trinidad and Tobago,
resulting in appropriately outfitted office spaces which meet user and statutory
requirements, and which increase the economic return on the outfitting investment.
2.0 CONTEXT
2.1 The fit-out of the office workplace has a shorter life cycle compared to that of major
capital assets such as buildings, roads and dams. Whereas the latter may have life
spans of 30 years or more before refurbishment or adaptation, office fit-outs have a
shorter physical life of up to 15 years, but are likely to be adapted and reconfigured
several times during that period.
2.2 It is therefore important to ensure that, not only is the initial outfitting investment
appropriate, functionally and financially, but also that the fit-out is designed and
constructed for adaptability and functional change in the most timely and cost
effective manner. This is where proper planning plays a fundamental role.
2.3 Legal Context
The importance of health and safety at work cannot be overstated. The employer
has both a moral and legal obligation to ensure that employees work in a safe
and healthy environment. The Occupational Safety and Health (OSH) Authority, is
responsible for developing health and safety regulations in Trinidad and Tobago
and monitoring to ensure compliance with same. As a requirement, all agencies,
 be they state or privately owned, must adhere to the regulations laid out in the
OSH Act. (See OSH Act 1. 2004 as amended (2006) Building codes, regulation
standards, best practices, codes of practices as applicable). This policy ensures
compliance with the relevant clauses of the OSH Act. Through its planning, design
and fit-out requirements, it helps to create a work environment which is safe and
healthy, adequately sized to comfortably accommodate employees, clients and
all necessary support spaces, and which is ergonomically sound. This, in turn,
prevents the appearance of clutter and blockage of primary exits amongst other
health and safety breaches.

2.4 Impact on productivity

Although office layout is not the sole factor which affects productivity in the
work environment, it does play an important role. Various studies have shown
that proper office design can increase employee performance. Furniture, noise,
flexibility, comfort, communication, lighting, temperature and air quality are listed
as some of the most influential factors. In recent years, government agencies have
experienced a rise in complaints of ‘sick buildings’, with cluttered and confined
“Although office layout is not
working areas, unergonomic furniture, inadequate lighting, poor air quality and the sole factor which affects
other factors being the main symptoms. This has resulted in several offices allowing productivity in the work
staff to work half-day shifts on a regular basis; and in the height of industrial action,
employees have evacuated buildings. All of these factors contribute to a decline in environment, it does play an
productivity and have a negative impact on service delivery. important role. Various studies
2.5 Aspect of service delivery/impact on client have shown that proper office
design can increase employee
This leads us to examine the impact, both direct and indirect that office design has
on employees and clients. Inappropriate office layouts and environments affect performance”
employees’ levels of comfort and job satisfaction, causing many of them to become
disgruntled. This then impacts the timeliness, efficiency and courtesy of service
delivery. Customers too may be directly affected by the office environment. Poor
conditions in the space used to interact with clients, as well as spaces that are not
equipped to accommodate the differently abled, compromise the comfort factor of
clients. This, coupled with poor service, can cause these clients to be dissatisfied,
and to become abusive to staff causing further discontent to staff.

All of these factors underscore the need for a policy on outfitting.

7
8 3.0 PURPOSE
3.1 This policy aims to provide requirements and guidance on:

 planning for the outfitting process,

 designing your office layout,
 outfitting the office space,
 utilizing that space effectively and,
 managing the accommodation-change process.

3.2 The objective of this policy is to ensure the outfitting of GoRTT offices in a
“The importance of health
and safety at work cannot
be overstated. The employer
has both a moral and legal
obligation to ensure that
employees work in a safe and
healthy environment.”
manner which:
i. is safe, healthy and legislatively compliant;
ii. caters to the differently-abled;
iii. is functional, cost and space-effective;
iv. is consistent, equitable and sustainable;
v. is adaptable to new ways of working and technology;
vi. supports organizational reconfiguration and;
vii. reduces the occurrence of state funded additions to buildings becoming
landlord fixtures.

3.3 This policy is complemented by Standards, both national and internationally

based, which provide further outfitting guidance. Refer to Appendix II.
4.0 SCOPE
4.1 This policy applies to office accommodation which comprises:

i. Workspaces in which the tasks or activities performed require standard height

and sized desks and chairs;
ii. Support spaces which include conference and meeting rooms, training rooms,
lunch rooms, washrooms, document centres and generic reception areas.

The office accommodation in this policy does not include:

i. Special purpose workplaces such as schools, hospitals, police stations,
airports, bus stations, etc.;
ii. Workspaces in which the tasks or activities performed require specialised
furniture, such as laboratories, drawing offices, marriage rooms, etc.;
iii. Customer service areas with teller styled counters and cashier counters; “Although office layout is not
iv. Vaults and other storage rooms; the sole factor which affects
v. Server and telecommunications rooms; productivity in the work
vi. Other workspace support areas, e.g. child care centres and recreational areas environment, it does play an
vii. Car parks. important role.”
4.2 This policy applies to newly acquired office space that is in the process of
being outfitted, and offices that are to be refurbished.

4.3 It applies to outfitting of GoRTT offices from one-room spaces to entire

buildings.

4.4 It does not apply to offices that are already outfitted and are currently in use.
In such cases, those offices must ensure that they are in compliance with
the OSH Act.

4.5 The policy relates to office accommodation for Ministries of the Government
of the Republic of Trinidad and Tobago, as well as, Departments not under
Ministerial control. This includes:

i. All Government Ministries (refer to Appendix III for current list),

ii. The Service Commissions Department including Statutory Authorities Service
Commission,
iii. The Personnel Department,
iv. The Auditor General’s Department.
These Ministries and Departments are hereinafter referred to as agencies. 9
10
“Planning plays a
fundamental role in the
outfitting of office space. It
is the process of assessing an
agency’s structure, functions
and mode of operation to
determine the space and
other organizational needs,
and using this information
to create a functional and
pleasing work environment.”
4.6 This policy does not apply to the following:
i. The Tobago House of Assembly (THA),
ii. Wholly Owned, Majority Owned and Minority Owned State Enterprises,
iii. Statutory Boards and other Bodies,
4.7 This policy is applicable to GoRTT Office Spaces located in Trinidad and
Tobago.
4.8 The policy may be used as a guideline by agencies of the State which do
not depend upon the Property and Real Estate Services Division for the
procurement of their accommodation.
5.0 TERMS AND DEFINITIONS
Appendix I provides definitions for the technical terms used throughout this policy.
6.0 PLANNING POLICY REQUIREMENTS
Planning plays a fundamental role in the outfitting of office space. It is the process
of assessing an agency’s structure, functions and mode of operation to determine
the space and other organizational needs, and using this information to create a
functional and pleasing work environment. The following sections outline the policy
requirements to be followed by all agencies in planning the layout of office space
for occupation.
6.1 IDENTIFY NEEDS
As a first requirement in the planning process, agencies must determine what
types of space they need.
6.1.1 A User Brief with a listing of employees in the current structure of the agency
must be prepared. This listing must include all permanent establishment
and contract staff. Outfitting should ideally be undertaken post a recent
organizational structural review. Refer to User Brief Template in Appendix
II.
6.1.2 If the nature of some jobs includes extensive field work or facilitates work-
from-home, then plan for shared hot desks which these employees will sit
at on the occasions that they are in office. The ratio of hot desks to officers
should be determined based upon the expected frequency of office visits
by these members of staff.
 6.1.3 In addition to catering for planned increases in complement, the space
requirement should include an additional 15-20% for future growth.

6.1.4 A listing of all existing support spaces at the current office location must
then be made. To this, any additional support space that may not have
existed in their current location, but which is required for the agency to
carry out their duties, must be incorporated into the listing.

6.1.5 Other requirements must be within the building’s floor loading, plumbing
electricity, cooling and cabling capacity.

6.2 ESTIMATE SPACE

Having determined the types of space required, the next requirement is determining
the sizes of these spaces.

6.2.1 All agencies must use the Office Space Standards, (refer to Appendix II), to
calculate the space required for personal offices as well as support spaces.

6.2.2 In cases where agencies have already identified the space they wish to
occupy, they must then ensure that the space is adequate. If it is not, it “Outfitting may occur as
may be necessary to adjust their needs to suit the size of the space (where
possible).
part of a holistic programme,
bringing together initiatives
6.3 OTHER PLANNING
in technology, documentation,
Develop other plans including but not limited to: working practices and culture
6.3.1 Change Management and Communication Plan- The plan which ensures change.”
that all stakeholders are effectively prepared for the change. Outfitting
may occur as part of a holistic programme, bringing together initiatives
in technology, documentation, working practices and culture change.
Consider addressing records (document) management, clear desk policies,
working environment protocols, security (entry and tracking) etc., in the
Change Programme.

6.3.2 Project Management Plan- This plan ensures that the outfitting exercise
is completed on time, within budget and to scope. Projects should use
a Monitoring and Evaluation framework to ensure success at delivering
intended benefits.

6.4 SECURE APPROVALS

Agencies are required to submit their User Brief and other plans to a relevant
Accounting Officer and to PRESD for review and approval.

11
12 7.0 DESIGN POLICY REQUIREMENTS
The design phase of the outfitting process follows, having determined what types of spaces are
required, and their dimensions. This involves the conceptualization of a layout, which satisfies the
agency’s needs in the space to be outfitted. This layout must be in response to and coordinate with
the building shell and acknowledge the physical location and social context of the agency or its
division. The design phase includes the development of floor plans, furniture layouts, ceiling plans
(including lighting and air conditioning), mechanical, electrical and plumbing plans. The design
should adhere to code and regulatory requirements and encourage principles of environmental
sustainability. This section applies simple design principles to provide the policy requirements
which help create a functional work environment.

7.1 OPEN PLAN DESIGN

“If the nature of some jobs
includes extensive field work
or facilitates work-from-home,
then plan for shared hot desks
which these employees will sit
at on the occasions that they
are in office.”
With the change in working practices within the last few decades, government
agencies now require spaces that support the contemporary working environment.
Open plan designs are quickly replacing the traditional cellular-space allocation
linked to grade rather than function. Open plan design considerations include;
7.1.1 All agencies shall design their layout using the Open Plan concept. Open
Plan Design, reduces the number of enclosed or private offices, and in so
doing:
• fosters improved communication and teamwork,
• allows for greater economic return as the tenant can vacate the space
with demountable workstations and partitions more readily, there being
fewer permanent structures,
• allows for increased energy efficiency through the use of natural
lighting, and
• facilitates flexibility in workspace configuration, as needs change.
7.1.2 Enclosed offices shall be provided only for:

• Government Ministers, Parliamentary Secretaries;

• Permanent Secretaries, Heads of Departments, Chief Executive
Officers and equivalent;
• Deputy Permanent Secretaries, Deputy Heads of Department, Deputy
Chief Executive Officers and equivalent;
• Executive Directors/Heads of Divisions, and equivalent; and
• Deputy Directors and equivalent.
7.1.3 Enclosed offices may also be provided (other than for those listed above)
where there is need for:
 • Frequent confidential client interviews and other confidential matters
• Frequent staff counselling
• Extensive high level representational activities.

7.2 LOCATION OF SPACES

The location of spaces within the office floor plan should be well thought out and
based on function. A carefully planned layout can increase productivity, team
interaction and provide a safe working environment. The following are requirements
specific to the determination of the location/placement of the various office spaces.

7.2.1 The placement of offices for key office holders must take into consideration
the relevant security requirements.

7.2.2 Spaces to be utilized by the public shall be located close to the main
entrance or on floors closer to the street access and spaces that contain “The location of spaces within
information or items of value further away to lessen the security risk, e.g.,
a vault or a Minister’s office. (Doors may be used to segregate these areas the office floor plan should be
as long as they do not interfere with the main circulation flow). well thought out and based
7.2.3 Spaces shall be located and grouped based on function; e.g., keep on function. A carefully
departments that are closely related, close to or alongside each other. planned layout can increase
7.2.4 Sections or small areas that are dependent on a larger section shall be
productivity, team interaction
located close to that larger section; e.g. a vault should be kept close to or and provide a safe working
within the accounts department; a pantry should be located within or close environment.”
to the kitchen area etc.

7.2.5 Enclosed offices, or any enclosed space, shall be located to the core of
the building, and those with shorter enclosures towards the perimeter of
the space. The building’s perimeter zone shall be used for open plan areas
to maximize natural light and outlook. (This allows natural light to enter as
much as possible into the entire office space and keeps the view open for
the users of the space).

7.2.6 Noisy areas shall be isolated from the work environment, so as not to
provide a distraction to employees, e.g. lunch and recreation rooms.

7.2.7 Prime office space shall be maximized i.e. spaces with favourable views.
Spaces like pantries, other storage areas or any other rooms that are not
frequently used, shall not be located in these areas.

7.2.8 Registries containing frequently used filing shall be located where they can
be accessed with minimum disruption to work areas.
13
14
“All government agencies
should make optimal use of
space and natural resources.
Through shared spaces and
allowances for natural
illumination and ventilation,
agencies can reduce their
energy consumption as well as
maximise the space provided to
them.”
7.3 OPTIMIZATION OF SPACE AND NATURAL RESOURCES
All government agencies should make optimal use of space and natural resources.
Through shared spaces and allowances for natural illumination and ventilation,
agencies can reduce their energy consumption as well as maximise the space
provided to them. The following requirements guide in the optimization of space
and natural resources.
7.3.1 Maximize the use of natural light by placing ceiling height offices around
the building’s core.
7.3.2 Spaces and or rooms are to be shared whenever possible so as to support
and/or adapt to multiple uses. Where possible, such rooms shall be
sub divisible with operable walls to maximise flexibility, and be centrally
maintained and booked. They may be fitted with glazed, regular or acoustic
partitions depending on the privacy requirements.
7.3.3 Reception and waiting areas shall be compact, functional and shared
whenever possible. (In cases where the agency occupies more than one
floor, consider having a common reception and waiting area which caters
for several floors rather than one on every floor. This may be on a lower
floor for easier access via lifts or can be located on the ground floor).
7.3.4 Enclosed meeting rooms shall be provided to facilitate formal sessions,
depending on the needs of the occupants and generic planning of the site.
Such rooms shall be located away from the building’s perimeter, to leave
natural light available for open work points, and shall have at least one
glazed wall, which may be treated if privacy is required.
7.3.5 Conference rooms shall have a central location within the building so as to
be generally available.
7.3.6 A single conference room shall be provided for use by a Minister/
Parliamentary Secretary and the Permanent Secretary and equivalent
when possible.
7.3.7 In cases where there is a shortage of space a conference room for general
use shall be located close to the Minister’s/Parliamentary Secretary’s office
for use by the Minister/Parliamentary Secretary, the Permanent Secretary
and equivalent and general staff.
7.3.8 Where possible, external training facilities should be considered instead of
providing dedicated internal training spaces, except in cases where training
is a core function of the agency.
7.3.9 Where internal training rooms are necessary they shall be used as multi-
purpose conference/training facilities.
 7.3.10 On site file storage should cater for only open and active or recently closed
files, with archived files being stored at less expensive off site locations, in
keeping with effective archival policy.

7.3.11 Storage space for office supplies shall cater to the immediate and short
term needs of the agency with larger quantities of bulk supplies being
stored at less expensive off site locations.

7.4 CIRCULATION SPACE

Circulation space is the path through workstations in an open plan, or the corridors
between rooms in a closed plan. Circulation allows users to interact with and move
through a building, and can be horizontal or vertical, consisting of primary and
secondary circulation areas, and must meet the following requirements.

7.4.1 Circulation space shall occupy 14 - 21% of the entire floor area.

7.4.2 Circulation paths shall be clearly defined and free from obstruction in case “Government agencies should
of emergency, i.e. should be designed to cater to fire exits. seek to promote interaction
7.4.3 Main corridors shall, as far as possible, be straight/fluid lines that allow you and increase communication
to easily get to each main section or division in the building or office space. amongst employees whenever
7.4.4 Workstation openings shall be a minimum of 3ft.2in or 1m to allow wheelchair possible.”
access.

7.4.5 Circulation space shall be consistent with fire safety legislation and the
OSH Act, catering effectively to the differently abled.

7.4.6 Designed paths of travel for fire safety shall be maintained in the approved
condition and configuration.

7.4.7 Any change to the office layout that affects the designated fire safety
circulation must be resubmitted to the Chief Fire Officer for approval.

For more information refer to the Circulation Space Requirements in Appendix II.

7.5 DESIGNING TO PROMOTE COMMUNICATION AND SOCIAL INTERACTION

Government agencies should seek to promote interaction and increase

communication amongst employees whenever possible. This can be accomplished
through general office design, the location of support spaces and design elements
which increase visibility within the office.

7.5.1 Support functions (such as storage, meeting areas, etc.) shall be planned as
central connecting points within the space, to increase planning efficiency
and encourage social interaction. Introduce informal seating to encourage
informal interaction, networking, sharing and learning. 15
16
“Fit-outs are to be designed
within a building’s floor
loading, plumbing, electrical,
cooling and cabling capacity,
and should ensure that
air quality standards are
maintained. Further, changes
to a building’s structure can be
costly so a proper cost-benefit
analysis should be performed
to ensure value for money..”
7.5.2 Lunchrooms shall cater for groups of four to eight at a table, with a few
tables for two, for more private dining. They shall allow for more than one
person to prepare their meal at a time.
7.5.3 A view panel around doors shall be used for enclosed spaces, e.g.,
managers’ offices. (This enables these team members to remain part of
the work environment while providing acoustic isolation.)
7.5.4 Adherence to open plan design will allow for higher levels of visibility,
promoting team work and social interaction among employees.
7.5.5 Utility bays shall be centralised on a given floor to allow the most equitable
access and to avoid disruption to local work points. (Utility bays shall also
provide seating and cupboards as required).
7.5.6 Team zones which are located outside of circulation zones shall have
communications outlets available.
7.6 MINIMIZING IMPACT ON BUILDING’S STRUCTURE, FINISHES AND SERVICES
Fit-outs are to be designed within a building’s floor loading, plumbing, electrical,
cooling and cabling capacity, and should ensure that air quality standards are
maintained. Further, changes to a building’s structure can be costly so a proper
cost-benefit analysis should be performed to ensure value for money.
7.6.1 Any facility or function that is inappropriate for office buildings (e.g.
printeries, large scale binding operations, etc.) shall not be incorporated in
the office layout.
7.6.2 Any functions or processes that affect a building’s approved use or
compromise safety systems shall not be considered.
7.6.3 Built-in furniture and equipment that are fixed to floors, ceilings, core walls
and external walls are to be kept to a minimum. Note that certain additions
can become landlord fixtures.
7.6.4 Changes to the structure of the building shall only be allowed if deemed
essential to the function of the agency and must be approved by a certified
structural engineer, so as not to affect structural integrity.
7.6.5 Wet areas including additional toilet facilities, shall be designed around
existing plumbing.
7.6.6 Existing walls shall be maintained whenever possible and the design shall
be confined to the already established grid layout used within the space.
7.7 DESIGNING FOR STANDARDIZATION AND FLEXIBILITY

With change being a constant factor affecting the structure and functions of
government agencies, more standardized and flexible layouts will allow agencies
to quickly adapt to new working models.

7.7.1 All agencies shall incorporate generic planning in their designs i.e. modular
space standards and standard mobile furniture and components that are
transferrable from workstation to workstation shall be used.

7.7.2 Offices shall be furnished using workstation furniture to match open

workstations.

7.7.3 Workstations shall be furnished with mobile furniture and those that are
built specifically for right or left-handed use shall be avoided.

7.7.4 Fit-out elements are to be designed as separate layers that interconnect “All agencies shall incorporate
and can be disconnected and replaced/upgraded; e.g., technology and
communications systems should be separable from furniture systems, generic planning in their
visual and acoustic screening should be separable from furniture and designs i.e. modular space
technology systems. standards and standard mobile
7.7.5 Workstations should be equipped with powered panels and cable furniture and components
management systems. that are transferrable from
workstation to workstation
7.7.6 Shared hot desks allow for a many-to-one relationship between employee
and work station where officers spend less time in the office. shall be used..”

7.7.7 Storage and filing cabinets shall be modular in both width and height, and
fit the chosen workstation system.

7.7.8 Raised floors or access flooring shall be utilized in designs when possible
and practicable. Raised floors are utilized in order to:

• reduce the appearance of unsightly cables,

• allow for flexibility in the configuration of the office layout; as the services
come up through the floor, allowing furniture to be placed away from
walls, and,
• provide a more cost-effective solution in the long-term; as they provide
longer-term flexibility, in the face of the ever changing office needs.
Note: Raised flooring is not actually a finish but can be seen as part
of the structure in a building. It is a feature that should be given
thought to during the initial designing and construction phases
of a building. 17
18 7.7.9 Customer service areas shall be designed to incorporate and/or adapt to
new ways of service delivery and new technology.

7.8 DESIGNING FOR COMPLIANCE

Office layouts must be designed to meet best practice, legislative obligations and
government policies such as workplace health and safety and accessibility (Refer
to section 10).

Utilise the EVENTS PLANNING: Guidelines for the Inclusion of Persons with
Disabilities (2010), or Guidelines for an Accessible Working Environment (2010),
published by the Disability Affairs Unit of the Ministry of Social Development for
further detailed guidance in designing.

7.8.1 Agencies must aim to avoid Architectural Barriers in the design of their
“Office layouts must be office space, by providing the following:
designed to meet best practice, • Ramps at all major entrances to buildings occupied by any government
legislative obligations and agency shall have a recommended slope of (5 to 8.3 percent) and must
government policies such as be made of non-skid material.
workplace health and safety • At least one (1) bathroom which permits wheelchair access, and
and accessibility.” • At least one (1) cubicle designed to accommodate persons with
wheelchairs in offices where there is a high level of customer interface.
7.8.2 Office layouts should be designed to meet fire and other safety requirements
per OSHA.

7.8.3 Office layouts must comply with the terms and conditions stated in lease/
rental agreement.

7.9 DESIGNING FOR SUSTAINABILITY

Agencies must aim for designs that are organizationally and ecologically sustainable,
in keeping with international best practice. This includes energy, material and water.

7.9.1 Where possible cost effective energy saving options, especially in the areas
of lighting, water and air conditioning shall be utilized. Equipment and new
technologies shall be selected to optimize resource consumption.

7.9.2 Designs shall promote organizational sustainability, which is an

organization’s capacity to minimize its carbon footprint and to promote cost
effectiveness and organizational values.

7.9.3 Agencies must ensure that designs comply with legislation related to
Environmental Management.
 7.9.4 Agencies shall use ecologically sustainable products, materials and finishes
where possible in fit-outs and maximize the efficient use of raw materials
by considering standards, sizes and components.

7.9.5 Ecologically sustainable practices shall be incorporated and formalized

for fit-out maintenance and fit-out in use (e.g. energy management,
waste management, sustainable cleaning products and procedures and
sustainable maintenance practices.)

7.10 SPECIFIC SPACE REQUIREMENTS

This section provides guidelines for the design of those additional spaces not
covered under the previous sections or that may have specific space requirements
that require special mention.

7.10.1 New en-suites (bathroom and/or toilets) shall not be provided except for
Ministers/Parliamentary Secretaries and Permanent Secretaries. “Ecologically sustainable
7.10.2 Kitchenettes involving wet points (water supply and drainage) are restricted practices shall be incorporated
to lunchrooms and the offices of: and formalized for fit-out
• Ministers/Parliamentary Secretaries
maintenance and fit-out in
• Permanent Secretaries, Directors of Personnel Administration and
use (e.g. energy management,
Chief Personnel Officers. waste management,
7.10.3 Moveable kitchenettes i.e. non permanent fixtures shall be utilized, as sustainable cleaning
building owners may require that all new en-suites and kitchenettes be products and procedures and
removed when the tenancy is vacated.
sustainable maintenance
7.10.4 Lunch rooms may differ in size according to the number of users. An practices.”
estimate of 9-12ft2 or 1-1.2m2 shall be allotted to each user.

7.10.5 Lunchrooms shall be equipped with basic amenities, e.g.:

• A sink with drain board and running water;

• Cupboards and drawers for storage of foodstuff, cutlery and wares;
• Tables and chairs suitable for dining and,
• A refrigerator and microwave/ toaster oven.
Consider fire and other Health and Safety Requirements if including appliances
with open flame

19
20
7.11 APPROVALS
“As a final requirement,
agencies must also submit their
outfitting budgets for approval
by Cabinet. These must fall
within existing benchmark
targets specified by Cabinet.”
7.10.6 Registries shall be equipped with workstations for staff to sort documents
and their own storage area for filing. (Where there is a need for a large
storage area, mobile filing units are recommended. They provide safe and
easy storage and can increase filing capacity by 75% when compared to
bulky filing cabinets. They may be installed as long as the structural floor
permits).
7.10.7 All bathrooms shall be equipped with ventilation; natural or artificial or both.
There shall be allowances for vents/ducts to evacuate air.
7.10.8 All agencies shall provide at least one (1) sick bay per floor depending on
the number of employees in the agency. (See OSH Act 1. 2004 as amended
(2006).
Once government agencies have completed the proposed designs for their
respective office spaces, the necessary approvals should be obtained to allow the
outfitting works to proceed, ensuring compliance with statutory requirements.
7.11.1 At the end of the design phase, approvals of all plans/designs must be
obtained from the relevant authorities, and where necessary, from landlords
with respect to privately owned accommodation being leased or rented by
a GoRTT agency. Plans/designs are also to be reviewed by the PRESD for
compliance with this policy and for consistency across GoRTT.
7.11.2 As a final requirement, agencies must also submit their outfitting budgets
for approval by Cabinet. These must fall within existing benchmark targets
specified by Cabinet.
8.0 FIT-OUT POLICY REQUIREMENTS
Upon completion of the Design Phase, the next step is the fit-out of the space according to the
designs. A critical aspect of this Fit-Out Phase is the selection of the finishes, fittings and fixtures.
The materials chosen must be functional, enhance the quality of work, be aesthetically attractive,
safe and environmentally-friendly and where possible, fire retardant. Office fit-out materials must
be appropriate for government office accommodation and take into account life cycle cost factors,
including capital cost, operating and maintenance costs, cost of making changes, as well as
ecological sustainability and community expectations. The following sub-sections provide the
requirements for the selection and use of materials used to fit out office space.

8.1 FLOORING

Given the existing wide range of options, agencies must ensure that the flooring
materials selected for use are suitable for the type of activity that takes place in the
office space. The following requirements should be met when selecting flooring.
“Office fit-out materials must
8.1.1 Flooring materials should be selected based on their durability and ease of
maintenance, to minimize wear and tear over time. Consideration should be appropriate for government
be given to the activities which will take place in the relevant spaces, for office accommodation and
example, the use of tiles in wet areas. take into account life cycle cost
8.1.2 When selecting tiles for government offices, tiles with reflective surfaces or factors, including capital cost,
glazed finishes shall not be used as these can pose a slip hazard. operating and maintenance
8.1.3 Carpet shall be selected in keeping with the specifications provided in costs, cost of making
Appendix II. Carpet tiles are recommended over broadloom for flexibility changes, as well as ecological
and ease of treating with stains.
sustainability and community
8.2 WALLS AND PARTITIONS expectations.”
Floor space is subdivided using walls and partitions to create the necessary work
and support spaces. Partition height depends on the level of privacy required in an
office. Generally the type of work done by an employee is the deciding factor in the
height of the partition for their workspace. Workstation partitions can start as low
as 2.5ft or 762mm and go up to 7.5ft or 2286mm.

8.2.1 When located close to perimeter walls, particularly windows, workstation

partition heights shall be limited to approximately 4 feet 5 inches or 1350mm.

8.2.2 Due to the significant direct and indirect costs involved, acoustically treated
partitions should be limited to rooms where there is a functional necessity,
e.g., rooms in which highly confidential interactions occur or where there is
a need to provide acoustic isolation. If acoustic treatment is required, then
this may be achieved with additional layers of plasterboard, acoustic infill
or other specialist construction.
21
22
“Glass or other transparent
partitions shall be considered
for rooms that require light
transmission, visual awareness
or have a supervisory
function.”
8.3 FURNITURE
8.2.3 When partitioning enclosed spaces to provide acoustic privacy, there must
be space around the door which would allow small amounts of sound to
travel from and into the room. Complete sound blocking may pose a security
hazard. Where complete acoustic isolation is required, other mechanisms
should be implemented to ensure safety and security compliance.
8.2.4 Complex partition detailing shall be avoided unless functionally necessary.
Complex partition detailing includes drop ceiling bulkheads, display
recesses and special finishes.
8.2.5 Glass or other transparent partitions shall be considered for rooms that
require light transmission, visual awareness or have a supervisory function.
Examples include individual offices adjacent to the building core, reception
areas and some conference rooms.
8.2.6 Laminated glass shall be used for installations within the office space.
This allows the glass to hold together when shattered and in the event of
breaking it prevents the glass from breaking up into large sharp pieces.
8.2.7 In spaces that are already equipped with partitions, new partitions shall be
compatible with the existing system.
8.2.8 Modular partitioning with powered panels and cable management shall be
used. (These partitions can be re-used and will reduce the cost in the long-
run).
8.2.9 Enclosed spaces being utilized as offices, conference rooms, etc., should
contain at least a 12” wide glass or other transparent panelling on either
side of the door for safety and security purposes.
8.2.10 Partition and wall finishes must be durable, easy to maintain and meet
health and safety standards.
8.2.11 All paints and wall finishes selected shall be low solvent, or solvent-free
products, or products with low volatile organic compound (VOC) emissions,
such as water based paints, varnishes and glues.
Furniture refers to any movable item used within the office space. This includes
chairs, desks and cabinets etc. Careful consideration must be given to ensure
the appropriate and cost-effective selection of furniture for use by government
agencies.
 8.3.1 Selected furniture shall be ergonomically suitable for the task and the person
performing the task. Substantial degrees of adjustability will generally be
required in order to suit the widest range of users, e.g., workers should be
able to adjust the height of office chairs. The requirements of persons with
special needs must be met and this might require furniture customization
and/or acquisition of special equipment.

8.3.2 Furniture shall be chosen from a standard commercial range, of durable

quality and standard dimensions.

8.3.3 Custom-designed furniture shall be provided only when functionally

necessary or when better economy can be achieved. Custom furniture
for Directors, Permanent Secretaries and Government Ministers can be
sourced from the Furniture Branch of the Ministry of Works and Transport
or from executive style models from a standard commercial range.

8.3.4 Ancillary furniture, such as coffee tables, chairs, sofas etc. used in meeting
and conference rooms, shall be free standing to allow economical relocation
and reuse.

8.3.5 Built-in furniture and joinery items shall only be used where they are
functionally necessary or more cost-effective or there are no existing stand- “Selected furniture shall be
alone furniture items readily available in the market place.
ergonomically suitable for the
8.3.6 Built-in furniture that is fixed to floors, ceilings, core walls and external walls task and the person performing
is to be kept to a minimum. Note: certain additions can become landlord the task.”
fixtures.

8.3.7 Mobile furniture items shall be considered to allow simple office

reconfiguration and personalized layout.

8.3.8 Existing furniture shall be reused where possible, except when it is at the
end of its economic life, is functionally unsafe or obsolete or is uneconomical
to refurbish or adapt to new purposes.

8.3.9 Materials and products should be selected based on economy, durability

and sustainability criteria.

8.3.10 Workstation furniture which allows for cable management shall be utilized,
with grommets to channel wires.

8.4 CEILINGS

Ceilings should be finished to safely conceal and provide termination points for
mechanical, electrical and plumbing services.

8.4.1 The minimum finished ceiling height shall be 8.5ft or 2591mm.

23
24
“Any good lighting design
must meet functional, health
and safety and ergonomic
requirements while taking cost-
effectiveness into account. ”
8.4.2 White or any other light coloured ceilings should be used to allow for
reflection of light, especially in spaces with low ceiling heights.
8.4.3 Bulkheads above the ceiling shall be avoided unless absolutely necessary,
because of their high initial cost, the cost of removal when the tenancy is
vacated and the high cost of modifying air conditioning services to suit.
8.4.4 Ceiling materials shall be selected for their acoustic and light transferring
qualities. Hard surfaces increase the reflection of noise.
8.4.5 Asbestos free materials shall be used for ceiling applications.
8.4.6 All paints and ceiling finishes selected shall be low solvent or solvent-free
products, or products with low volatile organic compound (VOC) emissions,
such as water based paints, varnishes and glues.
8.5 LIGHTING
Lighting in buildings includes the use of both artificial and natural illumination.
Artificial lighting represents a major component of energy consumption. Proper
lighting can enhance task performance or aesthetics, while there can be energy
wastage and adverse health effects of poorly designed lighting. Any good lighting
design must meet functional, health and safety and ergonomic requirements while
taking cost-effectiveness into account.
Buildings or office spaces identified for use by government may not have been
outfitted with lighting, so a suitable design must be done.
8.5.1 Lighting shall be selected according to its function, e.g., task lighting to
illuminate a work surface versus general lighting in open common areas.
8.5.2 Selected lighting fixtures shall be able to tolerate excess heat and be in
keeping with safety codes.
8.5.3 Lighting shall be positioned so as to avoid the projection of shadows and
glare.
8.5.4 Energy saving lamps shall be utilized as they use less energy and generate
less heat. They should be selected in warm white or neutral white ranges.
Warm white lighting allows for relaxation and can be used in lunch rooms
etc., while the neutral light allows for better concentration and can be used
above workstations. Poor lighting causes eyestrain, low productivity, a
reduction in mental alertness and other health problems.
 8.5.5 Lighting solutions which reduce energy consumption shall be utilized.
These solutions include:

• Individual lighting controls,

• Motion sensors which turn off lights if there is no motion detected and,
• Or other systems which detect the degree of natural light present in the
room and adjust the degree of artificial lighting to compensate.

8.6 OTHER FINISHES

Finishes selected should meet health and safety requirements, be energy efficient
as well as cost-effective.

8.6.1 Window treatments shall be incorporated in all office spaces exposed to

glare or direct sunlight. This reduces the amount of external light which
may penetrate the office space thereby:

• Lessening the heat intake of the building and reducing energy

consumption;
“Finishes selected should meet
• Reducing the effect of harmful glare reflected off of monitors and other
surfaces within the office space. health and safety requirements,
The choice of window treatments must have a uniform appearance both from the be energy efficient as well as
interior as well as the exterior views of the building. cost-effective”
8.6.2 Faucets and fixtures utilized must be of the water saving type, such as
hands free faucets or self closing.

25
26 9.0 GOVERNANCE
9.1 GOVERNANCE STRUCTURE

The following diagram outlines the governance structure relating to this Policy:

Cabinet Policy approval

Minister with the Policy submission;

responsibility for Policy
the Public Service

Division with the Division with the Policy

responsibility for responsibility for Policy
Government
Property and Real
Estate
Management

Non-government Other government Policy inputs

stakeholders stakeholders
 9.2 ADMINISTRATION

The role of the Division of Government responsible for the Property and Real
Estate Management function shall be twofold as follows:

• Consultative – Provide any government agency with the necessary

guidance and advice during all phases.
• Approving – Provide the necessary approvals for outfitting of offices.
While the Ministry with the responsibility for transformation will have oversight role of the outfitting
function. It will set-up and manage mechanisms to ensure compliance audits or impact evaluation
is undertaken.

The following table outlines the specific responsibilities involved in outfitting of government offices:

Responsibility of the
No. Activity Agency Responsibility Property and Real Estate
Management function

1 Space and other planning: • Preparation of User • Consultation during the

Brief and other planning planning process
documents.
• Review of User Briefs.
• Approval of other plans
by Permanent Secretary.

2 Design • Development of • Consultation during the

professional designs/ design process
plans and/or procurement
of design services. • Review and approval of
design/plans.
• Approval from Agency’s
OSH committee.

• Ensure compliance
with lease terms and
conditions.

• Approval from landlord for

design elements which
impact the structure.

• Obtain Cabinet approval

for the funding for the
outfitting for expenditure
over the limit of the
Accounting Officer. 27
28
No. Activity Agency Responsibility
3 Fit-out • Execution of fit-out and/
or procurement of fit-out
services.
• Approval from landlord for
works which impact the
structure or other tenants.
4 Compliance • Ensure ongoing
compliance with the
policy throughout the
occupancy of the space.
Responsibility of the
Property and Real Estate
Management function
• Consultation during the
Fit-out process.
• Monitoring of Fit-out.
• Compliance/ breach
reporting for Cabinet.
• Reporting excellence in
outfitting.
• Performance of annual
audits supervised by
a team comprising
the Ministry of Public
Administration, OSHA
and other relevant
stakeholders.
• Compliance / breach
reporting for Cabinet.
9.3 EFFECTIVE DATE

This policy is effective January, 12, 2012

9.4 FEEDBACK

For additional information or to provide comments or feedback on this policy, please

contact the Permanent Secretary of the Ministry responsible for the public service.

9.5 REVISION DATE

This policy will be revised at a minimum, every five (5) years, with the next revision
due by January 12, 2017. The Standards as contained in the Appendices to the
policy may be revised and published at shorter intervals. The revisions will be
produced by the Ministry responsible for the public service in collaboration with the
Ministry responsible for the Property and Real Estate Management function.

9.6 AMENDMENTS AND PUBLICATION

Any amendments to this policy will be published via the website of the Ministry
with the responsibility for the public service and the Ministry with responsibility for
Government Property and Real Estate Management.

29
30 10.0 REFERENCE DOCUMENTS
10.1 REFERENCE DOCUMENTS

• Office Accommodation, Workspace and Fit out Standards, Office

Accommodation Management Framework. New Zealand Policy,
Implementation Approval date: 19 November, 2004.
• Working without walls: An Insight into the Transforming
Government Workplace, 2004, Tim Allen, Adryan Bell, Richard
Graham, Bridget Hardy, Felicity Swaffer.
• QUT Open Plan Office Design Policy Guidelines, Version 1.5,
Queensland University of Technology, September 2005.
• Energy Efficiency – Developing the “EE” in the MEEA: Phase 1,
Changing the Work Environment. Energy Efficiency & Conservation
Committee, Ministry of Energy & Energy Affairs, Republic of Trinidad
and Tobago, 2011.
• Green Office Policy: The Ministry of Planning, Housing and the
Environment, Republic of Trinidad and Tobago, 2010.

10.2 RELATED POLICIES, LAWS OR REGULATIONS

• National Policy on Ageing for Trinidad and Tobago, 2006, Ministry

of Social Development
• National Policy On Persons With Disability, 2010, Ministry of the
People and Social Development
• The Occupational Safety and Health Act 1, 2004 as amended (2006),
The Occupational Health and Safety Authority and Agency
• NFPA Codes and Standards, National Fire Protection Association,
(International)
Appendix I
1.0 TERMS AND DEFINITIONS
The following table provides the definitions that apply to the terms used in this document:-

Term Definition

Acoustic privacy Acoustic Privacy is the ability to conduct confidential conversations and not be able to
overhear the conversations of others. There are different degrees of acoustic privacy,
ranging from none to complete.

Architectural Barriers Any architectural feature of a home or public building that limits the access or mobility of
disabled persons.

Base building/Building shell This refers to the architecture of the existing building, including the framework, the
perimeter / exterior walls, the building core and columns, and structural, load bearing
elements of the building prior to interior fit out.

Broadloom Carpet by the roll, as opposed to carpet tiles.

Bulkheads A low structure on a ceiling, used as an architectural detail or to cover a shaft or protruding
service equipment.

Carbon Footprint The total amount of greenhouse gas emissions caused by any organization event, product
or person.

Customer Service Areas Areas used to provide service to an agency’s clients or members of the public seeking
assistance, where the nature of the service provided is transactional. The space is usually
characterised by large seating / waiting areas and counters or small cubicles in which a
Customer Service Representative deals with the client one-on-one.

Ergonomics The interaction between people and their working environment, particularly the
design of machinery and work stations, to suit the body and to permit work with
minimum fatigue.

31
32 Term Definition

Finishes • The texture or appearance of a surface.

Fit-out The design and completion of shell space (i.e. raw floor space bounded by walls
but not specifically adapted to the requirements of its occupants) with the specific
interior partitioning, floor, ceiling, mechanical, electrical and environmental
requirements of its occupants included.

Fittings Items that are fixed in a building but which can be removed when the tenant
moves, such as white boards, shelves and A/V equipment.

Fixture • Articles attached to a building, which normally remain in place after the
tenant moves.

• An electrical device, such as a luminaire or an outlet, attached to a wall or

ceiling.

Flexible working A term used to describe a wide range of work styles which vary from the standard
8 hour day spent at a desk in the workplace.

Hot desks A permanent work surface furnished with the relevant IT and communication
services that is available to more transient employees who need to “plug in” for
a couple of hours, on a few days a week, when they happen to be in the office.
A Hot Desk is not a dedicated workspace for any one employee.

Illuminance Illuminance refers to the amount of light falling on a surface. The most common,
and often only, specification for lighting is the illuminance level, which is
measured in either footcandles or lux. Lux is the international unit.

Office Accommodation Any space, room or building in which business, clerical or professional activities
are conducted and people work at desks/workstations.
Term Definition

Open plan A building plan that has relatively few interior walls or partitions to subdivide
areas for different uses. It is generally populated with workstations, i.e. systems
furniture.

Partitions A dividing wall within a building, usually non-load-bearing or the vertical element
or upright used in systems furniture.

Raised Floors These provide an elevated structural floor above a solid substrate (often
a concrete slab) to create a hidden void for the passage of mechanical and
electrical services and where necessary, services are brought up above floor
level through termination points in the raised floor.

Reception Areas The interface between a building’s occupier and the public. This is usually the
first place that a visitor to a building or office space encounters upon entering
it and where the visitor identifies him / herself and the purpose of the visit, and
is redirected appropriately, or at which correspondence and other deliveries
are left. These spaces usually have a reception desk where information can be
provided and a small seating area.

Sick buildings Any building deemed unfit for occupation, by the relevant authorities, (OSH
Authority) due to its unsanitary and/or unsafe conditions.

Space Planning This refers to the analysis and design of spatial and occupancy requirements,
including, but not limited to, space layouts and final planning.

Sustainability Also referred to in the policy as ‘Sustainable Design’, means the use of
resources in such a way that they are not depleted; a method of practice or use
of materials that is capable of being continued with minimal long-term effect on
the environment.

33
34 Term Definition

Team zones These can be established as open areas partly separated from other work
points by elements of the office, such as filing units. Ideally located outside of
circulation zones, team zones should be furnished with casual seating and have
communications outlets available.

Team zones may be used for:

 Relaxation
 Informal meetings or team sessions
 Alternate ad hoc work points

User Brief A guide that sets down the purpose of the space, the parameters for space
requirements, occupation standards and technical innovation. It aims to permit
the design of a building or office space to equip it for use in a manner which is
sufficiently flexible to allow for change over time to meet the requirements of the
agency occupying the space.

Utility Bay An area within an office space in which an agency’s copying, printing and faxing
services is concentrated.
Appendix II
1.0 USER BRIEF TEMPLATE
Agency office accommodation planning process

35
36 Part 1: Organizational details

Tenancy Requirements or description

1) Formal Name of the government division in the office.

2) Name and telephone number of the agency contact.

3) What is the role of the division or unit?

4) In the next 3-5 years what changes may affect accommodation, if any?

a) Agency strategic direction

Critical questions that can determine the agency’s accommodation needs are:

• Can service delivery be made less asset and accommodation dependant?

• What are the ways that accommodation can contribute to optimal service delivery outcomes?

• When, where and how much accommodation is required?

• Is there scope for the inter-agency or community benefits to be realized through sharing facilities or
collocating accommodation?

b) In what ways can office accommodation contribute or align with the corporate plans for IM&T, HR, Finance
or Marketing?
Part 2: Quantity of space

37
38 Part 3: Quality of space

1) How would the accommodation be designed to more fully support the operations of the unit or
organization?

2) Does your unit have any special security needs?

3) What works well in the current accommodation?

4) What are the worst aspects of the current accommodation?

Part 4: Whole-of-Government opportunities

1) Please provide details if your unit or agency has any facilities that may be under-utilized and potentially
suitable for adapting to Government office accommodation?

2) Are there any opportunities for either sharing office accommodation facilities or colocating with other
agencies to improve/agency/government delivery of services?

3) Which other agencies would your organization prefer to be located nearby?

4) Other comments not covered above?

2.0 OFFICE SIZE STANDARDS

39
40
3.0 WASHROOM SANITARY FIXTURE PROVISIONING STANDARD

41
42 4.0 CIRCULATION SPACE REQUIREMENTS
5.0 RECOMMENDED CARPET SPECIFICATIONS
• Construction

Tufted loop, cut carpets or combinations of the two should be used. Loop piles of
low, dense construction tend to retain their appearance and resiliency. Cut pile or cut
loop are very good choices for administrative areas, individual offices and conference
rooms.

• Face Fibre

One hundred percent (100%) nylon is recommended. It is the most prevalent fibre used
in commercial carpets. It is excellent in wearability, abrasion resistance and resilience.
It is also easily cleaned and can be stain resistant. Nylon fibres withstand the weight
and movement of furniture and are generally good for all traffic areas. Alternatively
polyester is naturally stain and fade resistant and offers exceptional softness and
colour clarity and if a polyester carpet is denser than the nylon it will outwear a less
dense nylon.

• Stain Repel/ Stain Resist/ Soil Release- Carpeting must have all of the above
characteristics.

• Antimicrobial-All carpeting should be treated with an antimicrobial finish with built

in protection. This process inhibits the growth of microbes or potentially harmful
bacteria.

• Dye Method- Injection ( For longer lasting colour)

• Finished Face Weight- 20 oz. /sq. yd. (678.1 g. /m2) the higher the ounces per
square yard the better the carpet.

• Gauge- 1/8 (31.5/10 cm.)

• Rows- 8.0/in. (31.3/10cm)

• Tufts- 64.0/sq.in. (992.3/100 sq.cm.)

• Finished Pile Height- 0.09 in. (992.3/100 sq.cm.)Pile height does not add to carpet
wear or crush less unless the pile has high density. It will add to the softness of the
carpet. A carpet with a high pile height and low density will crush and mat more than
a shorter but denser carpet.

• Density Factor- Density indicates how tightly the fibres are stitched together into
the carpet backing. A high density factor will give you the assurance of many years
of lasting comfort and beauty. The recommended density factor is 483,507.

• Average Density- 8,000

43
44 • Standard Backing- PVC- Free cushion with pre-applied adhesive

• Recycled Content by Total Product Weight- 25% Pre-Consumer, 3% Post-

Consumer

• Nominal Total Thickness- 0.35 in. (8.9mm)

• Tile Size- 1m x 1m (39.4 x 39.4 in)

• Nominal Total Weight- 104.8 oz./yd2.(3,553.5 g./m2)

• Flammability (Radiant Panel ASTM-E-648)- ≥ 0.45 (Class I)

• Smoke Density (NFPA-258-T or ASTM-E-662)- ≤ 450

• Methenamine Pill Test (CPSC FF-1-70 or ASTM D 2859)- Self-Extinguishing

• Light fastness (AATCC 16E) - ≥ 4.0 at 80 hrs.

• Crocking (AATCC 165)- ≥ 4.0 wet or dry

• Static Electricity (AATCC-134) 20% R.H.,70°F - ≤ 3.5 KV, Permanent Conductive

Fiber

• Dimensional Stability- Aachen Test (DIN Std 54318)- ≤ 0.2%

6.0 LIGHTING LEVEL REQUIREMENTS

45
46 7.0 OFFICE SPACE CONFIGURATION GUIDE
Appendix III
1.0 LIST OF GOVERNMENT MINISTRIES AS AT JUNE 2012

Ministry of Communications
Ministry of Community Development
Ministry of Education
Ministry of Energy & Energy Affairs
Ministry of Finance & the Economy
Ministry of Food Production
Ministry of Foreign Affairs
Ministry of Gender, Youth and Child Development
Ministry of Health
Ministry of Housing, Land & Marine Affairs
Ministry of Justice
Ministry of Labour, Small & Micro Enterprise Development
Ministry of Legal Affairs
Ministry of Local Government
Ministry of National Diversity & Social Integration
Ministry of National Security
Ministry of Planning and Sustainable Development
Ministry of Public Administration
Ministry of Public Utilities
Ministry of Science & Technology
Ministry of Sport
Ministry of Tertiary Education & Skills Training
Ministry of the Arts & Multiculturalism
Ministry of the Attorney General
Ministry of the Environment & Water Resources
Ministry of the People and Social Development
Ministry of Tobago Development
Ministry of Tourism
Ministry of Trade, Industry & Investment
Ministry of Transport
Ministry of Works and Infrastructure
Office of the Prime Minister
47
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This policy is published in collaboration with the

Ministry of Housing, Land & Marine Affairs and the Ministry of Public Administration